Data entry falls under the clerical umbrella related to using processes like typing and voice recording for entering data into computers. Because various industries — including healthcare, finance, retail, and transportation — rely on this role, the position is commonly available. Also, it's worth noting that most companies do not require candidates to have formal education. For these workers to be effective, they merely need to be detail-oriented and have some basic skills listed below.
Data entry clerks are at the intersection of work-from-home culture. Since the role typically requires only a computer and a phone, it's perfect for those seeking full-time and part-time jobs. Though the U.S. Bureau of Labor Statistics reports slow growth in this segment, it's worth noting that over 150,000 openings are projected each year over the next decade. Most of these job openings will result from the need to replace workers who transfer to different occupations or retire. That means it's the perfect time to learn more about this job.
What Is Data Entry?
Data entry involves typing information into electronic formats, whether that’s word processing, spreadsheets, or specific software. Depending on the industry or company, each position will be slightly different. Some will work from a hardcopy paper format into a software application, while others will scan documents, transcribe audio, update customer information, or enter accounting records. However, most candidates looking to enter this field should be comfortable with the following:
Preparing and sorting documents
Inputting data and checking to ensure accuracy
Resolving discrepancies in information
Creating backups as part of a contingency plan
Responding to internal information requests
A candidate working in data entry will need to efficiently manage a large amount of information that is often sensitive or confidential. This article will cover the essentials that hiring managers in remote data entry fields will be looking for, as well as ways to brush up your skills where needed.
Top 10 Data Entry Skills
It should go without saying that typing skills are an absolute must for any remote data entry job. Since much of your workday will consist of entering information on a computer keyboard, it is imperative that you have knowledge and familiarity with basic keying. However, typing speed and accuracy are not the only data entry skills you should hone in order to succeed at this type of job. Check our data entry skills list for the full picture:
1. Typing Speed
If you did not take a typing course at any point in your schooling, you might be unfamiliar with the term “touch type.” This refers to being able to type on a computer keyboard without looking down at your hands or the keys. As you will be responsible for large volumes of data each day, the importance of being able to make your way through that data in a timely fashion cannot be overstated.
A worker who takes too long to enter data is not profitable for busy companies and is likely not to receive more work. A fast turnaround time means more work and more money.
While there is no industry-set standard, a good rule of thumb is to be able to type at least 60 words per minute before applying for any remote data entry job. Many job postings will specify 80 to 90 words per minute as a basic requirement. If you are uncertain about your current typing speed, you can take a free typing test online and practice free timed tests each day to improve your speed.
2. Typing Accuracy
It does no one any good to type quickly if they are not typing accurately at the same time. Your work from home data entry job will require every bit as high a level of accuracy as it does efficiency.
Most data entry companies keep a score of how many items a worker entered correctly versus incorrectly on every project. Your score will ultimately determine whether you are offered consistent work.
Many remote data entry jobs handle complicated or detail-sensitive information, such as medical codes, long strings of numbers, and personal contact information that must be accurately typed to be valid. Even a single mistake can sabotage an entire entry.
Some data entry companies will require you to pass a standard keyboarding test before you can be hired. If you need to develop your typing skills more formally before seeking professional employment in the remote data entry field, most continuing education departments at any sizable college will offer typing classes geared toward adult learners’ schedules and budgets.
These courses typically cost very little and can drastically improve your chances of getting and keeping steady work in data entry. Many websites offer practice pieces and touch typing test sets that can help you build your data entry skills.
3. Basic Software Knowledge
Work from home data entry jobs typically do not require the purchase or understanding of any obscure programs or operating systems, but they do all require a basic working knowledge of what would be considered standard computer software. Although each company is likely to have its own slightly personalized take on a favored platform, as long as you have familiarity with the foundational programs native to practically any business, you should be able to adapt and succeed. A few programs that should be deemed essential are:
Microsoft PowerPoint
Microsoft Excel
Microsoft Word
Apache OpenOffice
Google Drive
Microsoft Access
Depending on what type of company you are working for, your data entry job may require you to learn a new kind of software. Help prepare yourself by researching common programs in the fields you are considering and staying knowledgeable about software trends that could speed up or otherwise enhance your work performance. When creating your data entry resume or verbally describing your data entry skills to potential employers, these names can also help showcase the breadth of your knowledge.
4. Excellent Attention to Detail
From a business perspective, the definition of attention to detail includes concentrating on every minute detail of a task. With reams of data to pour over every day, having an innate ability — or one built up over time — to filter out irrelevant information while working on the task at hand is vital.
While accuracy is essential to the data you're typing, focusing on the details is necessary to check your inputs or inconsistencies within the information itself. Someone who prides herself on working mistake-free and who will do the due diligence of double- or even triple-checking their work will thrive in this role.
To clear the highest bar, data entry professionals should have no trouble spotting mistakes and carrying out any corrections that are needed. If you can maintain high accuracy and thoroughness while you work, then more opportunities will become available to you within this field.
5. High Level of Concentration
A high level of concentration goes hand-in-hand with attention to detail, and both will serve you well as a data entry clerk. Since data entry can be described as monotonous or even mechanical, the repetitiveness of this job requires someone with a well-developed level of concentration.
To give yourself every possible advantage, it's advisable to separate yourself from any and all distractions that may pop up in a remote environment. People who undertake data entry go through volumes of data for several hours each day. After a while, the level of focus and concentration they began the day with may drift and eventually wane.
It's recommended that you build out time to remove yourself from the numbers on the screen and take a walk, do yoga, or recharge in some way before returning so you can be at your best.
6. Good Written and Communication Skills
At this point, you might assume that remote data entry professionals lead a mostly cloistered existence away from the rest of the company. While that might be true, a part of their workload is often communicating with internal team members and external clients.
These conversations can pertain to simple data collection or providing feedback on any issues they encounter, such as identifying incorrect data within the database itself. As such, verbal communication skills can assist you in communicating effectively with customers, managers, and fellow team members.
Those who will be transcribing from an audio file or speaking with multiple customers or colleagues must employ active listening to enter and sort data at an agreeable pace. Such multitasking skills can be a boon to this role.
7. Good Interpersonal Skills
Since some of these positions are not as isolated as you may previously have thought, it's advisable to bring interpersonal skills to the role. This will come in handy if you need to collect your own datasets, typically by interviewing colleagues or clients, as mentioned above. In that case, it helps to be a good listener with a degree of charisma, so you can relate to your contacts and elicit the right information from them.
8. Organizational Skills
On your first day on the job, you will most likely come face to face with a large block of text, numerals, or some other kind of data. Does that sound terrifying?
It shouldn't! If you have developed your organizational skills, you'll be able to slide into this role with ease. Enjoy organizing the world around you? You'll have no trouble breaking up this data into easy-to-understand groups or creating checklists to make a seemingly insurmountable task attainable.
This is especially the case with those working with hardcopy materials, as stacks of paper can quickly overwhelm someone unable to efficiently place them into categories. However, even though they're not cluttering your desk space, digital files also require a mind that craves tidiness and organization.
9. Time Management
We mentioned the need for fast-paced typing speed and organization earlier because this is usually a job with a moving deadline. While time management is essential to most lines of work, data entry usually involves organizing data to fulfill some greater function. Meaning that other people will be waiting for the result of your efforts.
This is usually where you hear the phrase "work smarter, not harder," and it's relevant to data entry clerks too.
Do this by blocking interruptions and limiting multitasking when not required. Also, remember that your phone can always be turned off for a few hours. The nice thing is, the more you work on your time management skills, the more they benefit the rest of the skills on this list.
10. Self-Motivation
That brings us to our final skill: self-motivation. There are probably hundreds of books written on how to improve just this skill alone!
A self-motivated data entry professional will have no trouble cruising through their workload, especially while working remotely. Some say that self-motivation is the key to any remote job, and they're probably right since there's no office environment to change your mindset for you. You'll have to do that yourself.
As this role can be performed with little to no supervision or team effort, you must find ways to motivate yourself while repeating these mundane and repetitive undertakings. Treat yourself to rewards throughout the day after completing long, arduous tasks.
Educational Background
Most data entry clerks are not required to have obtained college degrees or postsecondary schooling. While a high school diploma or GED is commonly sufficient, some vocational schools and local colleges can provide certification in this field. Holding a certificate is not essential, but it can enhance your resume and make you more appealing to potential employers.
By the same token, any courses that address aspects of computer literacy or that keep you on the cutting edge of fast-paced technological developments can only help your data entry job prospects.
In-Office Training and Professional Development
Some data entry companies will offer in-house training, which is always a good thing to capitalize on even if you feel that your skills are strong. Taking any professional development courses offered by your employer polishes not only your data entry skills — which ultimately results in increased earnings — but also shows the company that you are serious and dedicated. This can lead to greater responsibility being afforded to you, which can improve your financial life and resume.
Ready to look for Data Entry Jobs?
Small Things That Are Big Things
When planning your strategy to work a remote data entry job, make sure not to forget the little things that are often easily overlooked, including:
A reliable internet connection. Employers will expect you to be digitally available during set hours of the day.
A professional email address. This doesn’t mean your email address needs to belong to its own company, but it should carry a professional tone to its handle and allows you to engage in trustworthy communication. Companies will often send projects and other announcements solely by email. It is likely that much of your communication with your supervisors will also take place via email.
Ability to interpret and relay information accurately. This includes reading the fine print on applications or blogged website responses. Make sure that you feel comfortable synthesizing transactions verbally, through the written word, and even via recordings. Once you take a job, make a point to become closely familiar with the kind of data you are entering so that you can quickly spot inconsistencies and avoid negative issues.
Basic office equipment. Many remote data entry jobs require you to print and scan documents. Make sure you have an adequate printer with a scanner!
Ability to multitask on a flexible schedule. Some companies have busier workflow setups than others, which means that many of your jobs will ask you to split your attention between information on paper, data on your computer screen, and a constant flow of incoming communications from supervisors or administrators. You will need to master the capability of doing more than one thing at a time. Also, it’s crucial to make sure that your schedule is open for a larger workload. It may come in waves, where sometimes, you have much to do in a short time and other times when only little bursts of activity are needed.
Realizing Your Work From Home Data Entry Job Dreams
As more and more companies begin to recognize the cost-effectiveness of remote work and find ways to outsource new aspects of their professional fields, remote data entry jobs are likely to see increased popularity.
Joblist is committed to featuring up-to-date data entry jobs that can be easily searched by category and location. Being able to browse data entry jobs under specific companies or types can reduce your job search time and get you into paid work faster.
Realizing your data entry dreams means making your own schedule and often even choosing how you would prefer to be paid. Many data entry jobs will require additional overviews, such as proofreading, editing, or verifying information, and these jobs typically pay more, although they also take more time to complete. In general, remote data entry jobs that are paid by the project — rather than by the entry or by the hour — will net you more money in the long haul.
