How to Hire a Virtual Assistant for Data Entry Tasks

Data entry is the most crucial but heavily ignored area of business operation. However, smart decision-makers never underestimate the power of accurate data entry. Hiring virtual assistant for data entry is the most prevalent trend in the industry. Not only do remote assistants perform their jobs, but this move also saves operational costs.

All you need to know are the right methods to hire a virtual assistant for data entry work. But no worries! Let this blog help you walk through the hiring process and each specific thing that you must notice when you hire some remote assistants.

Get it started, then!

Remote work is a global trend that started during the COVID-19 pandemic. Remote working has proved crucially beneficial for businesses across the service industry. On the organizations’ side, it has reduced their overhead costs, increased employee productivity, and also lowered turnover rates.

Amid this, the virtual assistant as a concept has become quite popular (in reality, virtual assistants existed before that also). A report by Global Workplace Analytics shows that businesses can save $11,000 per year if they hire remote workers. On average, it can reduce employee costs by up to 40-60% when you switch to hiring remote employees or virtual assistants.

Now, coming back to getting support from virtual assistants for data entry work. It’s quite a good option to manage data entry tasks without spending much on in-house hiring. Going through the traditional route of hiring can consume a lot of resources and increase the overall costs. That’s why hiring a virtual assistant for data entry work is the best option.

A data entry virtual assistant is a person who specializes in data entry and data management-related work. They are knowledgeable and skilled people who can ensure the complete accuracy of your records. They follow data management rules, data safety rules, and other technical parameters to manage crucial data records. They play a very significant role in managing the business’s success with their data entry contributions with complete dedication, and accuracy.

The task list is quite long for a virtual assistant to perform. If we break the list down into different parts, we can get something like this;

Data entry typically includes recording data to any database as per some instructions or guidelines. It includes recording different sets of data, managing data tone, updating formats, checking records with prescribed norms, etc. At present, data entry is beyond entering random numbers.

With technological advancements, data entry now plays a critical role in streamlining business operations and marketing matters. With accurate records, businesses can make rational decisions and achieve success.

A data entry virtual assistant can;

record data, manage files, handle data storage, organize data, and other important aspects.

A virtual assistant for data entry can handle every data management-related task precisely. If we distribute data management into separate parts, then they can handle each part something like this;

• Virtual assistants help you prepare your data. They clean and organize your data by removing redundancies and incomplete information, ensuring the dataset’s accuracy and reliability.
• Creating data backups is another crucial thing that data entry virtual assistants handle. They create regular data backups to safeguard all your information against loss.
• A virtual assistant is more like a regular employee but comes with more flexibility. They gather data spread across multiple channels and organize them. They help you create a centralized data system for easier access and quick data processing.

Transcribing work is now more convenient than anything else because of virtual assistants. They can help you transcribe audio and video recordings into text formats. The source of information can be anything like meetings, interviews, customers call, or anything.

Transaction tasks demand time. Therefore, you can easily delegate your tasks to any professional virtual assistants to get yourself free for more crucial tasks where your mental capacity demands.

A virtual assistant can perform data administration work conveniently from a remote location. They can easily handle repetitive back-office tasks such as organizing expenses, updating records, managing inventory, and scheduling.

Plus, they can create visual representations like graphs or charts from collected data. Monitoring websites or social media analytics for reporting purposes is easy with a data entry virtual assistant’s help.

From entering data to updating the database, a virtual assistant for data entry can perform all tasks. They handle the initial cleanup of the data to ensure its accuracy and usefulness. After that, they initiate a regular assessment of data quality, identifying patterns or errors that could indicate larger issues. Overall, you can ensure regular data assessment with the help of professional virtual assistants and avoid making costly mistakes.

Investigating discrepancies in data is the best way to find and resolve the root cause that affects data quality. Getting an understanding of the root cause also ensures data consistency across platforms.

Performing research and conflict resolutions is hectic. By offloading these tasks to a virtual data entry assistant, you not only ensure the efficient handling of your data but also free up valuable time to concentrate on core business growth. Your virtual assistant for data entry can be a vital asset in managing the ever-growing data needs of your business operations.

Typing speed: A minimum of 50 words per minute is the starting skill, and it can be increased up to 70 WPM.

Organizational skills: They should be experts at multi-tasking, classifying various datasets, and archiving data effortlessly.

Detail-oriented: Your selected virtual assistant for data entry work must deliver accurate data records throughout the agreement.

Knowledge of computer programs: He or she must know how to manage various project management software, tools, and applications. Basic knowledge of other tools like Word also goes with that. However, the person should have advanced knowledge of Excel.

High concentration: Must have a high level of patience and concentration to handle different types of projects.

Good communication: Clearly communicate all the needs and deliver the work on time. Clear communication minimizes potential mistakes and provides smooth data management across channels.

Nowadays, the service market is filled with companies that offer professional virtual assistants. Some of them truly stand their positions, others just want to create chaos there. Having a strategic plan is crucially important to get a virtual assistant for data entry work.

Here are a few tips that can help you find the right person to fit your requirements. Follow each one of them correctly to get the deserving person to handle your data entry needs.

Finding an ideal virtual assistant for data entry work is important. Because the person will help you bridge all the gaps that mistakenly created previously. To find the right person, you need to conduct thorough research and identify a reputed third party for data digitization.

Freelancers and even specialists are there to do work on your behalf. You need to find them and check their track record in this domain. Ideally, you must avoid freelancers at this point because they are not reliable. All you need to do is outsource remote data entry services to meet all your data and record-entry needs. Remember one thing: an ideal virtual assistant must have a good understanding of the industrial trends and niche and have the packages that you can afford.

Now, you might have a few lists of company names that provide data entry virtual assistants.

Before paying any of them, you just need to simply ask them to share their demo work. Once you get the sample work, you need to conduct a quick assessment to check the quality of their work. Plus, It would be a great help to filter out the finalists who can live up to your expectations in terms of quality.

Do you know which areas where companies get stuck the most with their virtual assistants?

Sometimes, virtual assistants for data entry work are not able to communicate properly. They fail to live up to the expectations. Therefore, as a service purchaser, you need to set clear expectations and communicate them clearly. A few rounds of prior discussions will let you discover who is available to get updates, deliveries, or approvals. This is key to unlocking the way to successful data entry outsourcing.

After signing the NDA terms, it comes to defining payment terms. Discuss and finalize everything about the terms of payment. Do not forget to discuss the minute details. Ask if the payment should be hourly or on a project basis, how to pay (online or offline), the frequency of payments, and additional costs associated with the project.

From your end, there should be a crystal clear approach to prevent any misunderstanding or financial issues later on. Payment-related confusion can sour the relationship later, and you must avoid it. After all, the virtual assistant for data entry work will handle your vital database.

Service Level Agreement or SLA includes the quality standards, turnaround times, communication methods (as to how to communicate), and dispute resolution procedures.

Before you frame the SLA or the other part provided to you, you need to check each point deeply. The SLA must cover all important aspects of the project, inclusive of all key milestones. This will help you to avoid any potential conflicts down the line. One more thing: both parties have to sign the draft after framing it. Only then will it become a valid document of service proof.

Once the SLA and NDA are signed, you can share login credentials, access to databases, and any specific instructions on how to use these resources effectively. Your hired virtual assistant for data entry tasks can quickly start the process once you share the access.

Nowadays, there are many password-sharing tools available, so you can try them also. It will provide you with a transparent picture of your data every time. You can have total control of your data. It is more secure and provides your data with more safety measures.

Feedback is important, and you must tell your virtual assistant for data entry tasks to seek feedback often. Once any big chunk of your project is reviewed the accuracy, consistency, and quality. Share whenever your team tries seeking descriptive feedback from you. This will help you to improve the quality over time.