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How to improve data entry specialist skills

A data entry specialist is in charge of appropriately and quickly entering data into a data file or platform. In some cases, a data entry specialist must integrate documents and enter information utilizing specific equipment or scanners. There are also instances where printed resources, like payment details, data records, and other types of reports, are used as a source. A data entry specialist may also be responsible for usual interaction, worksheet upkeep, and other data-relevant administrative duties. Data that has been handled correctly, introduced, or archived is critical to client satisfaction. As a result, data entry specialists must have specific skills and are competent to conduct everyday tasks to do a good job. Data entry employment fields may involve several functions and hard and soft skills. The following are some of the responsibilities and tasks that data entry specialists must possess and undertake;

  • Taking account or customer information from records and entering it into the system.
  • Achieving data input due dates.
  • Formatting data in preparation for computer entry.
  • When necessary, check papers and other files.
  • Examining data for inconsistencies.
  • Making proper data corrections.
  • Helping with the development of data management solutions.
  • Kept security by following corporation rules and regulations.
  • As required, generate findings and operate backup processes.

List of data entry skills

Image for part: List of data entry skills

Software knowledge

Data entry employees must have standard software skills since they function with word processing programs, databases, excel sheets, and other associated technology constantly.

Effective communication abilities

Data entry experts must interact regularly with both internal and external teams, giving feedback on any problems they may experience with inaccurate information or other database challenges. It is integral that they also use listening skills so that they can approach and arrange data in the manner that a business chooses.

Typing speed and proficiency 

Professionals with this talent are more likely to succeed in data entry because they will require to undertake large amounts of data entry in a brief period. Several data entry companies require a typing speed of 30 to 40 words a minute on average. Aside from typing quickly, it is also valuable to type precisely.


Data entry is done remotely, with little guidance, or as part of a group effort. When performing recurring and tedious tasks, a data entry specialist must be self-motivated.

Other guides on data entry, how to write a data entry specialist resume, data entry specialist cover letter, how to become a data entry specialist, data entry specialist skills for resume and cover letter, data entry specialist resume sample.

Tips for improving data entry skills

There are numerous methods to enhance data entry expertise on your own, with the assistance of a computer network, or through systematic classes. Here are some pointers to enable you to optimize your data entry skills;

Improve your current typing abilities

Make a mental note of your existing typing framework and body movements. Check that your posture and hand placement are correct for high precision and comfort. This way, you won't have to change positions or get up as regularly, which must improve your typing speed and performance.

Boost your desk space

Data entry prompts long periods of sitting and typing on a computer. Extended periods of sitting may be connected to particular health problems, so it is fundamental to redesign your desk space to become more convenient. The method to achieve this is to have a relaxed seat with back support that can be swiveled and has adjustable height. Computer screens must be positioned at eye level with minimal glare, and they could also be close to the mouse. Dual monitors can also aid in fact-checking, data entry pace, performance, and effectiveness.

Utilize online typing programs

Many online applications enable you to assess your existing typing skills and recognize regions for advancement. You can use these typing techniques to practice and strengthen your typing performance and accuracy. To develop your basic computer and software expertise, you could also try watching video tutorials that illustrate the fundamentals of data entry software applications.

Expertise in data entry hacks

Numerous shortcuts can be employed with specific software applications to save time. In Excel, for instance, you can input previously written material by using the TAB and ENTER buttons. Most worksheet and keyboard hacks can be accessed online, or you can request your manager for suggestions.

Avoid distractions

It can be difficult to remain focused on the work at hand when you function in data entry. Try creating a specific schedule and preventing your time by categorizing tasks based on relevance. It may also be beneficial to keep your device out of reach and on silent mode during work time to reduce interruptions.

Take the time to proofread

Errors can happen all across the course of a workday, so it is vital to allow time to evaluate your work before submitting it. If you don't have an editor or anybody to proofread your work, it may be beneficial to take a break from the task. This way, when you return to it to recheck it, you will have a fresh mind and can fix any mistakes you've made.

If you are an already accomplished data entry specialist but want to improve even more you can seek job opportunities that will give you that extra experience in a variety of fields. In this way, as a data entry virtual assistant you can offer your services and work on projects that will enhance your skills.

Additional data entry skills

Here is a list of additional data entry skills;

  • Capability to review, understand, and follow directions
  • Proficiency to translate valuable data for entering into the database system
  • Knowledge of transcribing methods
  • Data analysis
  • Grouping information
  • Data protection
  • Formation of source data
  • Excluding redundant information
  • Efficient problem-solving and recordkeeping abilities
  • Ability to use an alphanumeric keyboard.
  • Math abilities

Data entry specialist resume keywords

Below is a list of keywords to include on a data entry specialist resume and cover letter;

  • Account data
  • Client information
  • Customer accounts
  • Confidential information
  • Sort documents
  • Medicaid
  • Detect errors
  • Computer programs
  • Numeric information
  • Database
  • New data
  • Communication
  • Sales reports
  • Office procedures
  • Word processing
  • Outbound calls
  • Data entry
  • Customer service
  • Accurate information
  • Administrative tasks
  • Data integrity

Data entry specialist certifications

Below is a list of data entry specialist certifications;

  • Nationally Certified Medical Office Assistant (NCMOA)
  • Certified Clinical Medical Assistant (NHA)
  • Certified Medical Insurance Specialist (CMIS)
  • Registered Health Information Technician (RHIT)
  • Medical Administrative Specialist
  • Certified Instrumentation Specialist
  • Certified Billing and Coding Specialist (CBCS)
  • Word 2010 Certification
  • Certified Medical Office Manager (CMOM)
  • Certified Coding Specialist (CCS)
  • International Accredited Business Accountant (IABA)
  • Certified Data Management Professional - Data Management (CDP-DM)
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