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5 Common data entry errors and ways to prevent them

Every business seeks for better ways to remain ahead of the field. Investing in the right tools and hiring the right people is vital to the success of every organization. 

Efficiency and accuracy are also critical in both the workforce and technology segment. Especially with data entry processes, it is imperative to maintain accurate data.

Detailed records help avoid complications. They help organizations make quick and conscientious decisions concerning their growth and development. 

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5 Common data entry errors and ways to prevent them

How does data entry affect the overall data quality?

Data entry mistakes that result in inaccurate databases will heavily affect the overall success of an organization. Worse, it will also have a significant impact on the profitability of the company. Many companies may tend to lose tons of money due to data mismanagement. 

Businesses, particularly those that consider data as one of their assets, invest in devising effective data management strategies. In turn, they can further improve on their decision-making. 

Decisions derived from inadequate and inaccurate data can impact your business. Thus, it will have a negative outcome. 

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Data entry errors that result in inaccuracies will prevent the company from going towards a successful digital transformation. Data quality is a powerful element in training Artificial Intelligence (AI) and effectively utilizing machine learning. 

5 common data entry errors

Data entry errors stem from the lack of appropriate skills, experience, and appropriate technology. 

Below we have listed out the five common data entry errors that organizations should be aware of: 

Inaccurate data inputs

Incorrect data inputs are typically the most common error that may occur in data entry. An unintentional mistype may lead to a more severe problem in the short or even long term. 

It will also bring about wrong information, disorganization, and incorrect records within the organization. Errors in data input may be as simple as putting a decimal point at the wrong place. 

Wrong data formatting

Incorrect data formatting may also happen even with the latest data entry software application. 

Mistakes can happen, like entering correct data in the wrong column or field or entering data information multiple times. They’re more likely than you think.

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Inputting additional unnecessary information is also possible, which the software may be unable to sort out. 

Data entry error
5 common data entry errors

Transposition error

Transposition errors occur when numbers or letters are swapped, leading to incorrect sequences. Although this happens unintentionally, it is always important to double-check all inputted data before proceeding to another task.  

Representation/unit inconsistencies

This type of error includes inconsistencies in terms of time, date, and addresses. It may also be in measurement formats or any units. 

Data misinterpretation

This type of error typically happens when numbers are unintentionally mixed in with words. One perfect example of this is when recording passwords or codes. In some cases, a simple letter O may be perceived as the number 0.  

6 Ways to prevent these data entry errors

These errors may be minor and unintentional, but they will bring about severe repercussions in a business. Further, it may cost millions of dollars and will take a lot of time to be corrected. 

To help companies avoid these mistakes, here are a few tips to consider: 

Employ appropriate staff

When more and more workloads are piling up, it’s the perfect time to hire additional staff. It is especially true for expanding businesses. 

Hiring additional staff will keep in-house data entry operators’ from burning out and being overwhelmed with work. 

There is also the option of outsourcing. Third-party service providers like SixEleven offer highly-skilled data entry clerks that can shoulder the data processing workload of your internal staff.

Provide proper training

Proper training is not only for newly hired personnel. Even the most skilled and experienced staff will need to undergo training from time to time. 

In training, it is critical to discuss the importance of accurate data. It enables data entry agents to understand that they are personally responsible for their type of work. 

Be able to provide a good working environment 

The type of working environment has a direct impact on employees’ work performance. For business leaders, it is vital for employees not to feel any discomfort or negative factors that may affect their performance and abilities. 

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6 Ways to prevent these data entry errors

Constantly improve data entry processes

Improving data entry processes also involves utilizing automation tools to help everyone save time and produce high data integrity. While repetitive tasks may be automated, data entry agents still have the responsibility to check whether all data are correct and accurate. 

Always update your systems

System upgrades are always required to keep them reliable and fully functional. Companies should always invest in upgrading and automating their technologies to stay ahead of the market competition. Moreover, making use of various software tools helps reduce the staffs’ ever-growing workload. 

Preventing these errors from happening will help any data management processes run smoothly. It’s why organizations have to improve their data processes by following the tips we have tackled above. 

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About Derek Gallimore

Derek Gallimore has been in business for 20 years, outsourcing for over eight years, and has been living in Manila (the heart of global outsourcing) since 2014. Derek is the founder and CEO of Outsource Accelerator, and is regarded as a leading expert on all things outsourcing.