In order to reach out to digitization of paper documents, the journey begins with manual data entry, making it one of the most important tasks. It becomes extremely critical to capture all relevant information; whether it is inbound documents like feedback forms, catalogs, invoices, purchase orders, etc. into software, Microsoft applications like Word, Excel, ERP applications or cloud-based applications, for further processing and utilization.
But You Know; Manual Data Entry has Its Own Set of Challenges, In Form of Quality of Output, Speed, Accuracy and Other Factors. Enlisted are Some of Them:
1. Elevated Error Rate:
The reasons for an elevated error rate varies greatly depending on factors like inadequate training to data entry professionals, unreadable handwritten forms, misunderstanding the comments, and so on and so forth.
Whatever may be the reason; the overall impact might degrade the business; either it can have an adverse effect on internal operations, customer satisfaction or on external supplier relationships.
Therefore, it is important for an organization to take action promptly, firstly by recognizing the reason of error, followed with error rate. One of the ways to do this is to pick up a sample of records on timely basis and enter the same fields into the output of the query for further verification.
2. Slow Turnaround Time:
It is a general observation that good speed of data entry from paper documents ranges somewhere between 10,000 to 15,000 keystrokes per hour, but data capture from images is faster as compared to others.
The number of keystrokes per hour needs to be higher for data entry tasks that have heavy text or which requires thorough understanding of the text.
If turnaround time consistently under-performs the accepted benchmark; there are chances that manual data entry process needs maximum optimization.
3. Unclear Fields and Formatting:
Many expert Data Quality controllers thinks that a typical data entry challenge mostly consists of operators missing out on values, a lot of times.
Assigning blank values, vague substitutes, default values or the first entry appearing in a box can create inconsistencies in the final output.
To overcome this challenge, the paper or scanned document and the software application should comprise of easy-to-understand fields.
4. Quality Control:
Data entry works by applying the 1-10-100 rule, which translates like: $1 to verify data accuracy during entry; $10 to clean up or amend data when it comes in batch form; and $100 or more for each record if timely action is not taken.
Based on this principle, it is obvious that quality control forms an integral part of the manual data process.
Therefore, businesses need to invest wisely while adding up personnel to examine the accuracy of manual data entry tasks, and should as well execute practices such as Double Entry System to make sure only the right output is acquired.
5. Spike in Amount of Data Entry:
An eCommerce business when announces a huge sale, it requires enormous volume of data entry from paper catalogs into their websites in a timely fashion for an effective marketing campaign.
Similarly, a manufacturing company opening a new office in some new location might have an unexpected inflow of purchase orders from new clients.
In short, managing such a sudden spike in manual data entry work puts immense pressure on manual data entry professionals, and may inadvertently result into a rise in the number of errors as well.
6. Less Focus on Other Core Tasks:
If manual data entry is taken in as one of the core tasks for any business, it certainly will distract the employees from actually completing other critical business activities. This, itself can have a damaging effect on the organization in the future, as the targeted effort to achieve strategic goals might get weak.
Technology does capture data in a quick and convenient manner; however, manual data entry will always have a crucial role to play, especially for unstructured content and its validation. And to ensure better manual entry; many successful organizations across the world are outsourcing it primarily to overcome the challenges they have faced while executing the process in-house. These offshore data entry service providers or so called BPOs offer, high quality data entry, scalable operations and optimal turnaround time; that proves to be an ideal thing for manual data entry outsourcing.
The original article was published on http://www.dataentryindia.com/blog/manual-data-entry-challenges-is-your-organization-prepared-for-it/