14 Data Entry Skills To Have on Your Resume in 2023

 

Data plays a critical role in driving business decisions in almost every industry today, including health care, retail, finance, accounting, and government institutions. A data entry professional is responsible for collecting initial data and entering it into a system or database. This can also include updating data into an electronic system from existing paper documentation or transcribing audio or video files into the database.

A data entry job doesn’t typically require specialization. However, most employers want to hire candidates with at least a high school diploma or bachelor’s degree in any field.

While you may not need a formal degree for this job, a career in data entry requires proficiency in several skills. For example, you should be able to type quickly and accurately, have an eye for detail, be well-versed in Microsoft Excel, and be able to work under a deadline.

• Top data entry skills
• Additional skills to help you find success
• Qualifications needed for basic data entry
• How to continue to improve data entry skills
• Is a data entry job worth it?

Top data entry skills

Some important data entry skills that most employers seek include:

• Typing speed
• Typing accuracy
• Communication skills
• Time management
• Attention to detail
• Ability to research and collect data
• Understanding of basic software
• Self-motivation
• High level of concentration
• Organizational skills
• Ability to multitask
• Discretion
• Critical thinking
• Summarization skills

Typing speed

A data entry job requires you to type large amounts of information, often under tight deadlines. Candidates must have a fast typing speed and good typing accuracy to accomplish this.

The more words per minute you can type, the faster you’ll get the job done. While there are no hard and fast words-per-minute requirements, a candidate should have a minimum typing speed of 40 words per minute (WPM) to achieve a standard efficiency level as a data entry operator. Some employers may even require a speed of 70 to 90 WPM for higher-paying jobs. Check out free online typing tests to learn your current typing speed.

If you want to land a job as a data entry professional, you’ll want to hone your typing skills.

Like any other skill, fast and accurate typing really just comes down to practice; the more you do it, the better and faster you’ll get. However, a few additional tips can help you improve your keyboard skills more intentionally.

• Use all 10 fingers while typing. This method helps you type faster than if you were typing with just two fingers, like most beginners do. You can find a number of tutorials online to learn how to position your fingers for maximum typing efficiency.
• Look at the screen, not the keyboard. To be a proficient typist, train yourself to look at the screen while typing and let your fingers find the right keys using muscle memory. Switching between looking at both the keyboard and the screen while typing will slow you down. With enough practice and a conscious effort to keep your eyes focused only on the screen, you’ll be able to type without looking at the keyboard.
• Use shortcuts. Computer shortcuts can save you time spent switching between the keyboard and mouse. For example, use the TAB or ENTER buttons to move to the next line. Excel has many shortcuts to make your data entry process quicker.
• Practice, practice, practice. Regular typing practice will make the most significant difference in your speed. Fifteen to 20 minutes of typing per day is a great start, as it can help you build muscle memory and improve your typing speed and accuracy.

Typing accuracy

While you’ll likely need to have fast typing skills to meet the deadline for the data entry work assigned to you, also ensure that your typing is accurate and has few (if any) mistakes. Because data analysis serves as the basis for crucial business decisions, an error in data entry can lead to incorrect analyses and poor decisions.

However, work mistakes happen from time to time, no matter your profession. In data entry jobs, the two most common mistakes are:

• Transcription errors. These are caused by pressing the wrong key while typing. For example, you might make a typo or spelling mistake or miss a number or decimal. These errors usually occur when typing hastily.
• Transposition errors. These are when you accidentally switch characters or digits while typing, a common mistake when working with numbers. For example, you might accidentally type 463588 instead of 436588 in an accounting data entry role.

Quality data is critical for sound analysis and strong business decisions. Strive to avoid any mistakes as a data entry clerk.

To help ensure better typing accuracy when working on your data entry job:

• Understand the data’s importance. Knowing the consequences of data entry mistakes can help you strive to be thorough with your data entry process.
• Step away from your work before proofreading. It can be difficult to spot a typing mistake when you’ve been working long hours and your eyes are strained from continuously staring at the screen. Take a break from work before coming back to edit with a fresh perspective.
• Proofread your work. When you improve your typing speed, you’ll free up time to run through your work and correct any mistakes you made along the way.
• Ask for more time. Typing in a hurry often leads to errors and decreased accuracy. If you think you’re being rushed or if the workload is too much to handle, ask your employer or client for more time to ensure accurate work.
• Maintain a sound working environment. Disturbances and distractions frequently cause errors. Work in a quiet space and block out unwanted noises to concentrate better.

Communication skills

A successful data entry clerk needs solid written and verbal communication skills. You might have to transcribe data from audio or video files, such as a recorded phone conversation or an online meeting, as part of the job.

During this process, you should be able to accurately comprehend, identify, and note the key data points without any interpretational errors. Strong listening skills can help you catch details to ensure the data you enter is complete.

Your data entry job might also include interacting with customers to collect data. Good communication skills can ensure a productive conversation so essential data doesn’t slip through the cracks.

In addition, your verbal and interpersonal communication skills can allow you to communicate effectively with managers and team members to ensure maximum efficiency. A high level of written communication skill is required to enter data free of spelling and grammatical errors.

Check out these quick tips to improve your communication skills.

• Actively listen. Make it a habit to actively listen during your daily life and personal conversations. Consciously avoid zoning out or mentally preparing responses, and focus on catching every detail. With practice, good listening skills can start to come more naturally to you.
• Be succinct. Avoid long, winding sentences in your written and verbal communication. Speak clearly to make your point, and ensure your writing is brief and to the point (but with enough information for the other person to understand). Avoid rambling or mentioning unnecessary information.

Time management

As a data entry clerk, you might work under strict deadlines. The data you enter is used by other teams in the company, so a delay in your work affects their productivity, too.

In this regard, time management is an essential skill for your data entry job. Time management can help you comfortably finish entering data and proofread your work in the time allotted.

Good time management skills can help you avoid stress and anxiety when facing a lot of work on tight deadlines. You can focus your energy and time in a way that brings out the best results.

Some ways to manage time efficiently include:

• Planning. Before you start working, estimate how much time each task will take to complete, and plan your day to set reasonable goals to get chunks of work done. This can help you stay on track.
• Creating a priority list. Chart out what data needs to be entered urgently and what tasks are second priority. This can help you prioritize the most critical tasks and do them first.
• Starting early. Don’t wait until four hours before a deadline to crunch in your data; you’re likely to make mistakes with that stress. Start early, and divide your work evenly across the time you have to avoid working in haste. Getting an early start each day can also help you make the most of the hours available to you.
• Learning boundaries. When you already have a full workload, be willing to say no to new offers so that you can focus on your tasks.
• Minimizing distractions. Turn off devices that may distract you, or at least disable your notifications, so you’re less likely to procrastinate and waste time.

Attention to detail

Data mistakes can waste time and money, and can lead to poor business decisions. There’s little room for error in a data entry professional’s job.

As a data entry worker, you need superb attention to detail to minimize the risk of errors. An incorrectly entered number, full stop, or comma can significantly impact the data outcomes, so your work must be accurate. As you improve your typing speed, pay extra attention while checking your work and look for critical details to correct any errors in your data.

Improve your attention to detail by learning to double-check your work efficiently. Check for spelling, grammar, and any other possible mistakes. If you missed it the first time, you should be able to catch it with thorough checks.