Data entry processes are at the core of business data management systems because they are everywhere, from opening documentation to the transactions, client base, etc. You can’t run away from it. So optimize it.
The data entry automation is aimed to optimize tasks typically performed by an employee who manually types on a keyboard. As businesses grow, the requirement of data entry and processing increases exponentially. In order to ensure that the data is excellent and reliable and that the data entry process is efficient, it is essential to follow specific, basic ways to optimize the process.
What is data entry?
Data entry, simply defined, is entering a specific type of information into a preferred or desired format or software.
This work is done by data entry operators that spend countless hours on routine, repetitive procedures. For instance, a bank manager opens an Excel spreadsheet with all client-related information and types the data about a new client into the system: personal information, credit score, investment account statement or savings account statements, documentation of any other sources of income, etc. If there are 20 new clients in this bank’s branch, this simple task of entering data into the systems might take up to 3 hours.
This is why companies often outsource data entry processes to free their employees from hours of repetitive and routine work and focus on more critical analytical tasks and be even more productive.
But what if you don’t want or don’t have an opportunity to outsource data entry processes? Here are still several ways you can improve operations by entering data into different available databases.
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4 Ways to Improve Data Entry Processes
1. Reduce data dedundancy
The first method is to enter and process only useful data. There has to be a periodic review of forms, applications, and other data documents to check for the relevant data content. Online and offline forms that bring up obsolete data should be redesigned to involve only relevant data.
Thus, the number of hours spent on data entry processes is reduced. Still, for the analysis of business performance, competitive advantages, and other types of research, you need to keep a lot of data as useful. So this method is worthwhile for the beginning of your data management optimization.
2. Prevent data defects
Defect prevention involves taking particular steps that reduce the entry of wrong data. The process has to be continuous because it’s critical for improvement in data entry actions. Gartner’s study shows that a human error in a finance function, like a typo, produces an average of 25,000 hours of avoidable rework at the cost of $878,000 per year.
Taking actions like creating intelligent forms that can validate entered data, identify incorrect data, and ask operators for re-entry should be taken and sent to all employees for use. This is also a great step for improving data quality that also eases the data entry processes, but it does not save the time spent on it as automation could.
3. Standardize the process
Standardization of the data entry processes helps to improve the accuracy, consistency, and compliance of data and reduce the time taken for the procedure. Further, the process of standardization is a prerequisite to data entry automation which has the potential to show impressive results.
4. Enable automation
Manual data entry is a cost-intensive, time-consuming, and tedious process. It can also lead to the information being incomplete, inconsistent, and non-compliant because the operator can get tired, bored, or daydream in the workplace. To avoid these situations, it is recommended to automate data entry processes. Software used for automation should be clear and easy for all employees to scale automation faster and see much more significant results. Data entry automation can be done using better technologies in the form of Robotic Process Automation (RPA) and Optical Character Recognition (OCR) that allow you to swiftly transfer information from the scanned documents into the corporate system.
Learn more about using OCR technology to automate your document processing
Or you can use the complete data entry automation package that includes RPA tools. Automation of data processing reduces the number of errors and hours spent on the monotonous procedure. Automating data entry also allows businesses to decrease operational costs because people can be concentrated on more valuable activities where they can be more productive and finish more tasks without afterhours.
ElectroNeek is an end-to-end intelligent automation platform that lets business users with no prior IT skills discover automation opportunities and build software robots to automate repetitive tasks. This way, employees from all departments can automate data entry processes and other repetitive, rule-based operations with data by themselves, letting them focus on more revenue-driven tasks.
You can see ElectroNeek in action by enrolling in a 14-day free trial. Choose your plan, invite team members to see how it’d work in your company, plan the scaling of automation and start saving time and money by robotizing repetitive tasks, data entry processes, with programmed bots.
By automating routine and repetitive processes involved manually entering data with ElectroNeek, businesses can make the workflow more cost-effective and help people stay motivated and productive.
If you are still on the fence about implementing RPA into your organization, get a free one-on-one consultation with our automation experts, and see results within the first week. Bots make people really matter!