Data world grows constantly and a huge number of businesses need data entry clerk positions. So, with the right set of data entry skills, you can not only write a perfect resume but find a good job in the data industry.
What makes a good data entry specialist? Data input specialist is indeed a very extensive term that contains a number of competencies, responsibilities, abilities, and understandings. Skilled data entry operators can help businesses cut costs and lower administrative burdens.
On this page you will learn:
- What is data entry?
Definition and examples
- What skills are needed for data entry jobs and for a resume?
List of the 10 key required skills.
- An infographic in PDF for free download.
What is Data Entry?
Actually, behind the term “data entry” lies a big number of occupations. It can relate to typists, electronic data processors, transcribers, coders, clerks, associates, coordinators, and other data specialists.
In addition, data entry job is one of the top online jobs and you can do it remotely working from home.
What is data entry all about?
Data entry means entering data and updating information into electronic forms. It is a direct input of data into a company database. To do that, you need a variety of data-input devices such as a mouse, stylus, keyboard, or touch screen and etc.
For example, data entry job includes updating customer accounts, scanning in documents to be kept on file, finding pre-specified information, editing documents and etc.
Depending on the company needs, data entry clerk responsibilities might include also a wide variety of activities such as answering phones, office support tasks, assistance with the daily operation of a CRM, and so on.
Key Data Entry Skills: List
As you might guess data entry clerks don’t take high-level decisions and don’t need much knowledge of office systems and operations.
However, that doesn’t mean their job is unimportant or boring. Quite the opposite!
Data entry is the first step to many business or marketing intelligence processes. In addition, data input specialist might be the first point of contact for customers or business partners.
Therefore, it is very important that the data entry clerks be skilled and qualified to do their job.
To do successfully your job, you need a list of data entry skills and abilities. Here are the top 10 key of them:
1. Fast Typing Speed
Data entry specialists are expected to input huge amounts of data in a short period of time.
Most of the companies expect the minimum typing speed to be around 40 to 50 words per minute. But also there are employers who require 70 words per minute.
To achieve this speed, you need to be absolutely comfortable using all types of input devices such as keyboard, mouse and etc.
2. Basic Software Knowledge
Using a variety of computer software programs is a part of data entry responsibilities and duties.
It is obvious that you need knowledge and experience with word processors and spreadsheets such as Word and Excel.
However, they are not enough. Data entry skills involve also using database software. Depending on the company’s business industry, you might be required to learn and use many other types of software such as a CRM system for example.
So, basic software skills and the ability to learn fast new programs are crucial for your performance.
3. Verbal and Written Communication Skills
The quality of your written skills (including spelling and grammar) should be on a high level.
As a data entry specialist who works with text and information, you must not allow spelling mistakes and sloppy grammar.
In addition, your communication skills and your ability to interact at all levels should be great too. You will communicate with other team members, managers or customers.
For some specialists (such as data entry operators) communication skills might be crucial. Usually, data entry operator jobs include responding to inbound calls from customers and providing some information. In this case, your verbal communication abilities should be outstanding.
4. Attention to Detail
Data entry skills require also a high attention to detail. To have strong attention to detail abilities means you are able to focus on an action or a thing.
You are able to concentrate on your tasks and thus you will be able to do faster and accurate typing or data editing.
By nature, data entry job involves high attention to detail. It allows you to work better and to minimize the risk of errors.
Companies from all industries value and require detailed-oriented strengths, especially in the field of data.
5. The Ability to Operate Standard Office Equipment
It often happens data entry specialists to operate with standard office equipment to perform their tasks. Not to mention that nowadays many companies have high-quality office equipment that increases the productivity of their teams.
As a part of your data entry skills, the ability to operate with office equipment might be very important depending on your responsibilities and daily duties.
The most common pieces of office equipment are:
- dictation machines and etc.
6. Organizational and Time-management Skills
As a data entry person, you are expected to get a lot of work done in less time. This is where organizational and time management skills come to help.
Good organization skills will allow you to plan, prioritize, and achieve your daily work goals faster and better. They are crucial for data input jobs and positions.
From typing fastly to sorting, batching, and archiving files, your sense of organization shows that you have the focus and ability to fulfill your tasks successfully.
Example of organizational skills are:
- the ability to meet deadlines making schedules
- goal setting and meeting goals
- keeping a tidy desk and room, and a lot more.
7. Basic Research and Data Collection Skills
It is not a surprise that many data input clerks and specialists are expected to do some kind of initial research and data collection.
Depending on your field the type of research will vary widely. It could be a research of the results from laboratory experiments, information gained from interviews, research in a library or online market research on the WEB.
No matter what is the type of research, you need some basic data gathering abilities and understandings.
Best research and data collecting skills include:
- the ability to understand which sources of information are reliable
- defining the right problem of the research
- gathering relevant information
- analyzing data
- using data collection tools and techniques.
8. Basic Knowledge of Database Structure
As we mentioned above, data entry means direct input of data into a company database.
To be your job productive, you need to have some basic knowledge and understanding of what database means, what is its structure, design and how your work contributes to the health of the overall company database.
For example, you should know that database is structured into rows, columns, and tables, and it is recorded to make it easier to find needed information.
Data gets updated, changed and deleted when new information is added. Understanding some basic terms and things about the database is one of the core data entry skill, you should possess as a specialist.
A database should always be absolutely accurate. And creating a database starts with data entry process i.e. starts with your work. So, the data you input should be absolutely accurate. No excuses here!
Mistakes waste time, money and annoy customers. People make mistakes no matter how experienced or skilled they are. This is because we are human beings.
As a data entry clerk, you will be always expected to perform your tasks in an accurate manner. So, you need to be highly concentrated on your work and to check double your work.
One of the best skills here is: double and triple check the spelling, grammar, or other possible sources of mistakes.
10. Teamwork Skills
No matter if you are working at an office or you are at a remote position working online from home. You are a part of a team. The more teamwork-oriented you are, the more effective your work is.
Every employer expects employees to be team players.
Best examples of teamwork skills include listening skills, assertive communications, respecting others, helping them, sharing, willingness to see the other point of view and etc.
List of other valuable data entry skills and competencies:
- Good typing skills
- Ability to read, comprehend and follow instructions
- Ability to translate critical information for inputting into database software
- Understanding of transcribing procedures
- Analyzing information
- Information sorting
- Source data preparation
- Elimination of duplicated information
- Effective problem solving and documentation skills
- Skill in operating an alphanumeric keyboard
- Numeracy skills
Data entry job positions are not so easy to get due to aggressive competition in the industry. In order to earn the job you want, you need an impressive resume what describe your data entry skills, competencies and strengths.
The companies need to be sure the data is meaningfully entered, updated and archived. Otherwise, it can cause customer dissatisfaction, rising costs, high administrative burden and etc.
As data entry specialist, you not only should be able to transcribe large amounts of information quickly and accurately.
You must constantly develop a variety of other abilities that make you a highly skilled specialist who is able to provide the best possible services.