We discussed a while back about using a CRM to its fullest capacity. That is all well and good, however the data is the most important item of the CRM. How much do you really know about data entry? Most people think they have a pretty good grasp of data entry and what it entails and are almost completely wrong. Data entry is SO much more then just entering the numbers and letters into the computer program and unfortunately our data entry clerks are typically one of the lowest paid positions on our team..

 

Yes, data entry is used in almost every business in the world in one way or another. But let's discuss the process a little bit in a very basic way.

 

Data Collection

Data collection is exactly what it sounds like, the collection of the data to be used. There are numerous forms of collection. These range from Information Forms such as what the doctor's offices use for new patients; Questionnaires that are given at the end of classes and seminars looking for information on how to develop future classes; Surveys which are used by businesses for employees, customers and vendors; as well as Business Cards that are given and collected at networking events and business conferences; or any of these same models in an online world. This is all a part of collection of the data, but how do you get it all in your CRM and use all of it once you have it?

 

Data Entry

Data entry is the process of inputting data or information into the computer using devices such as a keyboard, scanner, disk, and voice. Your data entry clerk  should be fluent in the language in which the data is presented, a nimble fingered and accurate typist and accomplished in numerous types of computer applications such as Word, Excel and others.

Data Cleansing

Data cleansing is the process of preparing data for analysis by removing or modifying data that is incorrect, incomplete, irrelevant, duplicated, or improperly formatted. It is also a time when the data is organized so that it is up to date and accurate. This is done by research and follow up on the data that is presented. The person cleaning the data will be removing duplicates, modifying any current information to ensure that it is all correct and finding and removing errors in existing data. The data cleansing clerk will also standardize all of the data, which in a nut shell means making sure it all looks the same (same case, abbreviations, font, format, etc.)

Data Processing

Data processing is the process of editing the data in a way that serves a certain purpose. This includes data extraction and data capturing. The easiest way to explain this step is by looking at insurance claims. All of the information from the patient chart is taken apart into single dates of service. All of the information from that single date of service is then further extracted to determine the billing code and diagnosis codes needed for reimbursement. 

Data Classification

Data classification is the process of organizing the data into categories based on properties and characteristics. This allows for easy access, filtering, sorting, tagging, annotation and indexing. This is basically grouping all like items together for use in the conversion process.

Data Conversion

Data conversion is the process of retrieving, transforming and classifying data so that it can be used in a more readable format for the given situation. For example, this is the time that the data is transformed into graphs, videos, images, documents, etc. for use by the appropriate departments. Your finance and budgeting department will most likely need those numbers in graph or spreadsheet format to be able to see that data they need and compare it to where it should be. Your marketing department will most likely use that data in videos and images to convey the message to the customer.

 

As you can see, data entry is more then just a numbers game. It is a very in depth process that must be done accurately and quickly if you are to use the data to the best of your advantage. In recent years, due to the tediousness of the complete data entry process, businesses have started outsourcing their data entry to trusted partners. By outsourcing, businesses are able to decrease operational costs while increasing the efficiency of their team. They are also then able make use of technology advances without the need to invest in the said technology themselves because the  outsourcing partner provides it.

 

If you have data entry work that you are interested in outsourcing, contact Barb at Beacon Virtual Assistants, LLC (314-650-9784 or Barb@beaconvirtualassistants.com) to discuss your options. If we can not do it ourselves, we have a group of referral partners that absolutely can!