data-entry-system-implementation

Five Key Steps to a Successful Data Entry System Implementation

Data entry is an essential part of data management. The method and quality of data entry system put in place determines how much impact it will have on your general  downstream information management processes.

Data entry and management impacts the value and profitability of a business. This depends on the quality of the system of data entry in use. This is why the implementation of a successful data entry system is critical. So, getting it right from the onset not only prevents problems but also saves money and time.

Employing the expertise of a trusted and experienced data entry service provider will ensure smooth, accurate, and cost-efficient management of your data, no matter how complex it is.

Because data entry system affects business value and profitability, you may need to upgrade or change your data entry system. This is due to the evolving requirements and demand. The upgrade should  increase efficiency and productivity; It should also produce maximal results in minimal time. An inefficient data entry system can bring about loss of revenue, huge costs, and may also impact projects negatively.

Below are five steps to help check the data entry system to employ in your organization

Creating a List of Desired Requirements, you want in Your Data entry System / Process

The first step is to make a specific list of requirements for your new data entry system. The list should include all expectations about the type of data entry project, software, and processes to be in place for migration or upgrade. The list should clearly state all features you don’t want to have. For proper clarification, you can always consult experts in document data entry.

Here are some considerations that will help in this direction:

  • Identify the most critical specifications of the data entry system and its objectives.
  • Make a list of weaknesses or flaws of the current system which you want to modify.
  •  List all software and how they help resolve the flaws of the current data entry system while maximizing productivity.
  • Does the new data entry system have error detection and data validation mechanisms to prevent quite costly data entry errors? Provide double-data entry as an additional option.
  • Does the data entry process or system maximize productivity?
  • What number of people will work on the new system? Is their skill level matching to it, in terms of efficiency, error rate, and experience, etc.?

Identifying and Comparing Different Software System

After you have put down your list, you can begin identifying and comparing various options for data entry systems. Rank them on how they fit multiple parameters in the step above, how it affects the operator’s productivity, service, and performance, how cost-effective it is to decrease data entry cost, and how easy it is to use.

Check all the software of your choice on their various vendors’ reputation, vendor’s commitment to its product, and, most importantly, the availability of technical support. It won’t be beneficial to use the software in which the developer has no intention of releasing an upgrade.

Perform a Cost or Benefit Analysis of the Software Systems Considered

In this stage, you get to pick the best possible data entry software that meets your requirements. Performing a cost or benefit analysis consist of identifying the benefits  and expenses, among other parameters. You should consider the following for analysis: hardware costs, software costs, training costs, internal staff and outsourcing costs, tangible and intangible costs (savings, cost reduction, flexibility, improvements in data accuracy, and other intangibles).

Complete the Software Package

After due consideration of the last three steps, the best software suitable for you is chosen among the top contenders. If there isn’t much disparity between different data entry software, you may consider technical, support, and economic inequality as a criteria for selection.  You should then purchase and configure the hardware that would best fit the software before moving to the final step.

Installation and Implementation Plan

You need to install, set up the hardware and software of choice, and train your staff on the new installation before moving to the implementation stage. Implementation entails necessary training of the software maintenance team and users, hardware usage training, preparation of tutorials and documentation on these matters, data entry operator training, and quality assurance procedures.

On completion of the installation stage, make plans to ensure the safety of existing data during migration to a new system must. The successful movement consists of two main steps:

Collect your Data

This is an essential and crucial step. As any mistake could lead to corruption or loss of data, thus decreasing business value. If you get this wrong, even the purchase of the best software in the world would do you no good. That is why it is in your best interest to outsource this step to a data entry company for maximal accuracy.

Outsourcing the collection and entry of your data would ensure accuracy. Also, making it more efficient and cost-effective rather than pooling house resources towards data migration.

Reporting to Ensure New System is Operational

This last step helps to ensure a successful data entry system implementation by double-checking everything as it should be. You should consider the following:

  • Ensure data migration accuracy by running a report, comparing old data to moved data.
  • Carry out a test run of the new data entry system to ensure it can cope with the new tasks.
  • Assess the teams to ensure they have are adequate training and can work with the new data entry system.
  • Prepare any tutorial and document that you may need in the future.
  • This final step entails a review of all the actions from start to finish. Then triple-check that all have been adequately done as one can never be too careful when it comes to business data.

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author: Joydeep
Joydeep Singha is the Founder at AskDataEntry - India’s leading online virtual administration services provider for businesses and individuals. He is a seasoned marketing professional who is an expert in digital marketing and entrepreneurship.

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