Data entry tasks can include reviewing a source, entering information and checking it afterward. Understanding the whole process helps you see what a job involves beyond typing.
Prepare the source documents
Sort documents by the method the team uses. Check that files are legible, complete and assigned to the right batch. Flag missing information instead of guessing what belongs in a field.
Enter the data consistently
Follow the specified field formats and use the same naming conventions every time. If you find a duplicate or a field that does not match the source, follow the team’s process for marking an exception.
Verify before handing off
Compare a sample or full batch against the source as required. Record corrections and note any entries someone else needs to review. A clear handoff makes the next person’s job easier.
Practice common data entry tasks on a sample batch
Create ten fictional invoices and a spreadsheet with columns for the invoice number, date, and amount. Give one invoice a blank date and give two the same number. Enter the clear records and mark the exceptions according to the sample instructions you set for yourself. Keep a copy of the source so you can see exactly what was recorded.
Check the handoff before you finish
Count the source records and reconcile them against the finished batch. Verify that the exceptions are still visible and that the next reviewer can understand why you flagged them. A brief note on unresolved records is easier for someone else to act on than a spreadsheet they have to check from the beginning.
For more detail, see O*NET’s data entry keyer profile. Also see Data Entry Job Qualifications for another part of this series.