a virtual assistant working on data entry tasks on a laptop

Hire a Virtual Assistant to Manage Your Data Entry Tasks


What is data entry? 

Data entry is clerical work that involves capturing various forms of data (namely, voice, or typed) into a computer system. Data entry is utilized by various sectors, ranging from retail to healthcare. Many do not find data entry, seen as clerical work, at all entertaining. Rather, data-entry work is viewed as repetitive and time-consuming. That said, data entry is important for filing, auditing, and for using one’s data efficiently. This is however, a much-neglected chore. Therefore it makes sense to hire a virtual data-entry assistant to complete this onerous task, doing so cost-effectively.

The benefits of outsourcing data entry?

There are three factors that can affect your revenue, namely, time management, product quality, and overhead costs. Time management is about spending your time wisely thus gaining the maximum benefit from hours devoted to labour. Since your time is limited, you need to spend your energy where you can make maximum benefit. Data entry is a time-wasting task for a manager or business owner. Outsourcing it saves you the energy and allows you to focus on more important tasks. Notwithstanding, you do need to deliver high quality products; therefore having the data on hand can help to enhance the quality. Data entry is key, but to reduce costs, outsourcing it means that a virtual assistant can achieve results quickly and efficiently for less than you would need to pay a full-time onsite staff member.

What is a virtual data- entry assistant? 

A virtual data-entry assistant (or online data entry clerk) works remotely from their home office, assisting you with your administrative tasks. Their focus is on data entry into a database, which can then be accessed with ease by the company’s core team. Compared with an onsite employee, a virtual data-entry assistant costs less to complete the data-entry work. Moreover, the benefit of hiring a virtual assistant is that they can save the company time, improve the way in which resources are used, and therefore boost productivity.

Data Entry Tasks

What does a data entry clerk do? 

Data entry, as a task, is rather wide open. It can range from use of social media, bookkeeping, and eCommerce, to keyword research. However, a data entry analyst will complete some common tasks. These tasks are: prepare, gather, and then sort out the data for entry. Test the data for accuracy. Bring up to date the data on the database, removing unnecessary or dated files. Examine finalized work for correctness. Retain records of tasks and activities.

Hiring your first virtual data-entry specialist

The process of hiring your first data entry assistant might appear daunting at first. It is also a much wider than usual market that you would be hiring from – your assistant can be from almost anywhere in the world. However, making use of an outsourcing agency will ease the process of screening and selecting a suitable candidate. The outsourcing agency will do the hard yards, selecting the perfect candidate for you. This is the advised approach. It’s a hard truth that many managers do not know how to hire effectively, which can lead to the exercise failing within a short time. That said, here are some key elements to consider when hiring your perfect data entry assistant.

The key steps to take when hiring a virtual data-entry assistant

Here are the most important steps you should consider when hiring your first virtual data entry assistant.

Draft a plan

Billionaire Warren Buffett once declared, “An idiot with a plan can beat a genius without a plan.” Therefore, don’t be foolish − start with a solid plan. This will help you succeed. Also, you need not place everything on the draft plan – the plan is there simply to guide you in the right direction. As such, you still want to remain flexible. But what is key is to know what you are needing; then you can move to the following step.

Draft your core tasks list

Once you know what you need, it’s time to list the tasks that you would like to offboard to a virtual data entry assistant. Note all such tasks, and the skills required to complete them. You can also assess and note the level of difficulty of each task.

Complete a document for your virtual assistant

Set down all your rules and protocols to clarify the tasks to the virtual helper. In this document, you should say what must be completed, and what is not always as urgent. Also, you should be adding login details. If you do not want to share login details, we suggest that you make use of LastPass (a free app, on which you can share login details, without sharing the password).

How to effectively delegate your data-entry work?

 Merely handing over tasks and setting work for your virtual assistant, is not actual delegation. Ideally, you would want to sidestep a learning-curve situation. This is a costly exercise, which can be very frustrating. To delegate properly, here are some tips to take note of:

Trust the process! 

The process might seem formidable, but just remember that you can scale up your business by an easy 20% simply by offloading your repetitive tasks to a virtual assistant. As such, focus on maintaining your high standards; and learn from any blunders. Don’t lower your ideals to speed the process up. The worst turn you can do to yourself is to unilaterally hire an online assistant. So many entrepreneurs and managers fail when they attempt the hiring process. Inevitably, they fail to approach the hiring process correctly. As a business owner or manager, you should have a clear set of goals for your new recruits. For example, this can be as modest as, for instance, stating that all entries should be perfect and completed in a certain way. This means that the new hire will have a clear expectation of what to do from day one.

Allow some time for adjustment

Your virtual assistant must be allowed to acclimatize. This does not normally take long; however, do keep this in mind. Conversely, do not allow an extended period to be the norm.

Data-entry assistant job description

You will be looking for an attentive data entry clerk to constantly update your business databases. The data entry assistant will communicate with and follow up with workers within the business, and with clients, thus collecting data. The data entry analyst will capture the info into appropriate databases in a well-timed and precise manner. The analyst will recognize and correct mistakes, and quickly bring them to the attention of applicable people, whenever necessary.

Data entry duties involve:

  •  gathering data and capturing it promptly,
  • to make sure that the company databases are up to date,
  • correctly plotting all progress, updates, and
  • dealings.

Therefore the best data entry specialist will be diligent, attentive, efficient, and will possess quality people’s skills.

However, what is data entry, and what tasks must a data entry assistant be conversant with? 

A data entry clerk can easily manage the tasks listed below: Collect statements, invoices, reports, personal particulars, documents, and info from workers, other departments, and customers. Skim through info to detect valid facts. Amend mistakes and consolidate the info such that it will enhance swift and correct capturing. Create authentic spreadsheets. Enter and bring up-to-date data into applicable databases. Make sure that certain documents are backed up. Notify applicable parties regarding faults stumbled upon. Keep copies of documents, while ensuring that the retrieval process is easy. Manage extra responsibilities from time to time.

Hiring your first virtual data entry assistant

You could be just one step away from onboarding your first remote assistant. Make life easy and opt for using Aristo Sourcing. Aristo Sourcing has been in the game since 2014. We specialize in sourcing great people who will assist you to take your business to the next level. Book your complimentary call with our outsourcing expert. With Aristo having over a decade of experience, you are in safe hands. Our expert advisors will provide you with no-nonsense insights and advice.

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